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Boxes Planning Administration Manager

Please Note: The application deadline for this job has now passed.

Job Introduction


Sodexo Live! has an amazing opportunity for a Boxes Planning Administration Manager to join our team at Ascot Racecourse.

We are committed to providing our guests with an outstanding experience hosting one of the world's most prestigious race meetings, Royal Ascot, as well as 21 race days each year and the administration planning of our boxes is a crucial part of our service.

You will be responsible for working with both the sales team and clients to understand their requests and translate them into actionable requirements for the operational team, who will then be committed to creating a first-class experience for our clients. 

Above all, you will promote Ascot Racecourse ensuring that the venue is considered the place to be seen.

We’re experience makers and food fanatics. Our experiences are unique, and so are our people. Bring personality, your background and your desire for delighting others. In return we’ll give you all you need to thrive, because at Sodexo Live! we’re so much more. Be part of something greater.


  • Manage the Boxes Planning Team day-to-day activity, ensuring effective delegation of workload
  • Be the ‘go to’ person for all internal box related questions and queries
  • Ensuring systems and processes are being followed and all eventualities are thought about
  • To provide an effective and seamless liaison between the clients’ requests, the kitchen and all operational departments. Working on a daily basis to process the boxes orders and add them to the boxes summary
  • To provide an effective and seamless liaison between the clients’ requests, the kitchen and all operational departments. Ensuring the Operational teams have everything they need to deliver first class service
  • Be highly organised, able to prioritise and work to strict timelines, whilst delivering to a very high standard 
  • Drive the menu planning and box packs planning process, creating timelines for all boxes processes and communicating with relevant stakeholders
  • Responsible for creating the menu packs that are sent to boxholders alongside the boxes coordinators 
  • Be able to professionally manage and respond to all customer feedback which may be face to face, by phone or email
  • Take ownership of the pre and post raceday checks for boxes. Ensuring all costs are captured
  • Coach and mentor the boxes coordinators


The role requires excellent communication skills, strong interpersonal abilities, and the ability to build strong relationships with internal and external teams. You will have experience in handling time-pressured environments and the ability to manage multiple changes in customer requirements. You will be a strong administrator with excellent MS Office Systems skills.  You will have experience of working in a customer facing position and be accustomed to motivating your team to deliver the optimum service. You will also be passionate about Service Excellence and have a genuine interest in the hospitality industry.

You will also have:

  • Team leadership experience 
  • An excellent attention to detail
  • Excellent organisational skills 
  • Strong written and verbal communication skills
  • The ability to manage multiple tasks and prioritise 



In return for your commitment and hard work, you will be rewarded with a competitive salary, plus access to our extensive benefits package, which includes:

  • Contributory pension scheme 
  • A buy and sell holiday scheme of up to 3 days (FTE)
  • Volunteering days via our charity partner STOP HUNGER

If you are a highly organised professional with a passion for delivering exceptional customer service, we would love to hear from you.

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